Online Information & Resources

Frequently Asked Question by Faculty

Distance Education Professional Development Webinars for Faculty

• LMC Library Resource Guide

  The LMC has provided an online resources page for faculty. It has information on how to embed library videos in Canvas and many more resources:

  LMC Library Faculty Resource Guide

• Professional Development

  Grow yourself professionally with GROW@4CD

  

  While working remotely, faculty, classified professionals, and managers are able to access thousands of professional learning opportunities through GROW@4CD/Vision Resource Center.  Simply log in to InSite and select the GROW@4CD tile. 

  Once on your welcome page, select “Learner Tab” and then click “Learner Home” from the drop-down list.  For more information, contact pd@losmedanos.edu.

   

• District Office Communication Update

  4CD Communications Update

  April 8, 2020

  Colleagues,

  While much of the world around us has hit the “pause” button, our mission to educate our students carries on.  As shared last week, District administrative, senate and labor leaders met late yesterday to assess what facts we have and make decisions about the remainder of the spring and upcoming summer semesters.  Based on what we know now, the decisions outlined below were finalized.  We all continue to monitor the Contra Costa Health Services’ directives, as well information coming from the State, and will adjust accordingly. 

  SPRING 2020

  1.       All instruction for the remainder of SP20 will continue to be provided via remote instruction.

  a.       Final exams will be conducted remotely.

  b.       Classes and/or class components that can not be completed remotely will not be automatically cancelled.  Each college will continue to assess how best to proceed, evaluating options on a class-by-class basis.  The State Chancellor’s Office has already provided some additional leeway, such as allowing “Spring” classes to be completed by June 30, instead of May 22 in our case, under certain circumstances.  More details on options for hard-to-covert courses will be shared at your college.

  c.        For students, all will be given the option of changing their grading preference to “P/NP” for all classes.  Also, the late withdrawal deadline has been extended to May 15^th.

   2.       All student and instructional support activities will continue to be provided remotely, where feasible, through at least the end of the SP20 term, or until the County/State shelter-in-place restrictions are modified or lifted.

  3.       All operational support activities will continue to be provided remotely, unless identified as essential services that require physical presence, until the County/State shelter-in-place restrictions are modified or lifted.

  4.       Graduation planning committees at each college are coordinating on how to offer virtual graduation experiences for our students.

  SUMMER 2020

  1.       All SU20 courses will be scheduled to be delivered via remote instruction.  A smaller subset of face-to-face classes will be held as “shadow” classes, which won’t appear on any published schedule, to activate quickly as late-start classes should the shelter-in-place orders be modified.

  2.       Student, instructional and operational support activities will continue being provided as they are now until the shelter-in-place orders are modified.

  FALL 2020

  1.       The traditional mix of face-to-face, online, and hybrid courses will be offered.  “Shadow” sections, which won’t appear on any published schedule, to be delivered via remote instruction will be developed for quick activation should the shelter-in-place order continue in some fashion into the fall.

  While the last couple of weeks was largely spent trying to figure out how to just get things done on a day-by-day basis, leadership realizes that a lot more training and professional development needs to be made available.  That will happen.  We have not only the challenges of remote instruction delivery, but for the summer term at least we likely will face completely remote admissions, counseling, and all other support activities.  Working together, it’s certain that we can rise to the challenges and deliver the support our students need.

  On a positive note, the news about resources and flexibility coming from our State Chancellor’s Office, as well as from the Governor, demonstrates that they recognize what we, and our students, need now to get through this crisis.  On the Federal level, the “CARES” legislation provides considerable funding, some for the District and some for direct student aid.   We’ll share more about our budget and financial situation as it becomes clearer. 

  The District website continues to be updated regularly and contains a link to the Contra Costa Health Services website where we go for the latest updates on COVID-19.  The link is here:  http://www.4cd.edu/covid19/default.aspx 

  Finally, the tone of State-level leadership has clearly shifted toward cautious optimism.  The measures put in place seem to be working to slow the spread of COVID-19.  We look forward to the time when restrictions begin being eased, even though it will likely be done gradually.

  Thank you, again, for your ongoing support of our students.  Stay safe.  

  Gene Huff

  Interim Chancellor

   

  ---

   

  March 31, 2020

  Colleagues,

  As communicated last week, Contra Costa Health Services’ prior shelter-at-home order was in effect through April 7.  Yesterday, CCHS issued a press release indicating that they would soon be extending the order through at least May 3 and the new order was issued this afternoon.  In anticipation of the new order, District administrative, senate and labor leaders met earlier today and based on the CCHS announcement, the following recommendations have been made and will be finalized by District leadership on April 7, after constituency group consultation: 

  1.       All instruction for the remainder of SP20 should plan to be conducted via remote instruction.

  a.       Final exams should plan to be conducted remotely.

  b.       Classes and/or class components that can not be completed remotely will be addressed at each college beginning the week of April 6.  Proposals for alternative instruction will be considered by College leadership.  Academic Senates will begin discussing a process for evaluating alternatives to remote instruction starting April 6.

  2.       All student and instructional support activities should plan to continue to be provided remotely, where feasible, through at least the end of the SP20 term, or until the County/State shelter-in-place restrictions are modified or lifted. 

  3.       All operational support activities will continue to be provided remotely, unless identified as essential services that require physical presence, until the County/State shelter-in-place restrictions are modified or lifted.

  4.       All events, including in-person graduation ceremonies, scheduled for April or May are postponed or cancelled.  Where possible, alternatives to in-person events will be considered in lieu of cancellation. Graduation planning committees at each college are exploring opportunities to provide virtual graduation experiences for our students 

  With the CCHS announcement coming out early, we thought it was important to share the direction District leadership was going.  There is no indication that the restrictions in the current order will be dramatically revised or lifted, even after May 3, so it makes sense to plan for the status quo in the short-term.  It’s also likely that once restrictions begin being eased, it will be done gradually, with the size of allowable gatherings being increased over a period of time.  We need to consider that likelihood in planning to return to in-person operations and services, and ultimately instruction.

  Safety for all our students and employees remains a top concern.  Before any plans are put in place to return significant numbers of people to our facilities, appropriate cleaning and protection protocols will be put in place.  A few functions, such as police services, continue to have a substantial presence on campus so we have some current cleaning protocols already in-use. 

  More information will be shared broadly after next Tuesday, April 7^th.  The District website is also updated regularly and contains a link to the Contra Costa Health Services website where we go for the latest updates on COVID-19 and where you can find current information about current orders.  The link is here:  http://www.4cd.edu/covid19/default.aspx

  Again, a sincere “thank you” to everyone for your ongoing hard work and dedication to our students’ success.  Please stay safe.

  Gene Huff

  Interim Chancellor

• Employee Assistance Program (EAP)

  EAP stands ready to provide up to five (5) individual counseling sessions, per issue, per policy year, either in person, or by telephone or web-video conference for problems related to:

  • Childcare and eldercare assistance;
  • Daily living services (arranging help with errands);
  • Stress, anxiety, changes in mood, sadness;
  • Grief, loss or response to traumatic events (like COVID-19);
  • Financial or legal services; and/or
  • Concerns about use of drugs or alcohol

  These services can be accessed 24/7 either by calling: (800) 227-1060     (TTY users call 711)

  -or visiting-

  https://members.mhn.com/external/public/default/login

  4CD Employee login code:  ccccdstudent            
  (this code is not case sensitive, and is for use by employees)           

  Use of these services is confidential between you, the EAP, and the individual professional providers they connect you with.  

  No personal information is shared with the District.

• Business Service & Central Service Procedures 

  As we transition to working remotely, we will process all Accounting, Purchasing, and Payroll transactions electronically. Below you will find a list of the services provided through the business office with the updated electronic procedures and appropriate forms. As we implement these procedures, we may find the need to modify or include additional procedures or services so please be on alert for future emails.

  This is the first update to these procedures and includes information on central services, updates to Special Service Contractors Requisitions, new timecard forms, and a district update to our Electronic Voucher Label form that includes digital signature instructions.

  Please note that all forms identified below are available online through the LMC Business Services SharePoint site in the Business Services - Public folder.  If you have any other questions, please email Jinpa Tharchin at jtharchin@losmedanos.edu  or Carlos Montoya at cmontoya@losmedanos.edu.

  Our office thanks you in advance for your cooperation!

  Note that all forms identified below are available online through the LMC Business Services SharePoint site in the Business Services - Public folder. 

  Purchasing/Accounting

  Accounts Payable

  Payroll

  Central Services

  Please contact Melissa Inzunza: minzunza@losmedanos.edu  
  Forms available in SharePoint in Business Services – Public/Purchasing

  Purchase Requisitions:

  Purchases requiring a Purchase Order need to be requested through email. Please attached a valid quote/estimate. In the body of the email include a brief description of purchase and a GL number. The respective supervisor will need to be included in the email request (cc’d) as form of approval.

  Journal Entries/Budget Transfer Requests:

  All requests need to be submitted through email. Include description of transaction, GL’s, amounts, and attached any required documentation needed as backup.

  Budget/Expense Reporting:

  All inquiries regarding Budget and Expense reports need to be submitted through email. 

  Student Club Check Request/ Trust Account Check Request/ Revolving Cash Claim Request:

  Scan and email the request along with required back up. The request form must include all required authorized/approved signatures prior to processing. All payments will be mailed only. Include the complete mailing address. Once processed, a copy of the form will be returned electronically to the requester.

  CONCUR Travel:

  All non-essential travel is suspended. Any upcoming CONCUR reservations should have now been Canceled. If any cancellations were unsuccessful, please send related documentation for billing reconciliation. CONCUR Statement charges will be continued to be processed, Any Outstanding travel charges that is missing backup or inconsistent with the Concur Travel Authorization form with be communicated through email.

  Contract Request Form (BP 9.45):

  Contract requests submission will be accepted electronically.

  • BP 9.45- Contract Request Form.pdf

   

  Please contact Alex Harvey:  aharvey@losmedanos.edu  
  Forms available in SharePoint in Business Services – Public/Accounts Payable

  Employee Expense Claims:

  Each employee will still complete the Employee Expenses Claim Form. Once the form is completed the employee will need to sign and scan the completed form along with all required back up documentation per BP 9.22 and email the complete packet to their manager for review. Each manager will need to review, approve, and sign the Employee Expenses Claim Form. Upon signature, the manager will scan the form and email the complete packet (form and backup) to AHarvey@losmedanos.edu for payment processing.

  • Copy of Expense Claim 2020.xlsm
  • fin9_22 Employee Reimbursement.pdf 

  Procurement Cards:

  Procurement Card statements will be sent electronically to card holders as normal. Each card holder will then need to scan and send the statement and all required backup documentation to the appropriate approving manager for review and approval. Once each manager has approved the statement, the manager will then sign and email the complete packet to AHarvey@losmedanos.edu for payment processing.

  • Procurement card summary sheet blank.xlsx

  All Other Invoices:

  All other invoices will also be processed electronically through one of the following processes.

  For Paper Invoices - This means that invoices along with their required backup documentation will first need to be scanned.  For each invoice complete the new electronic voucher label form. Then email the complete packet (invoice, backup documentation, and electronic voucher sticker form) to the approving manager for review and approval. Once approved, each manager will need to sign the new electronic voucher label form, and then email the complete packet to AHarvey@losmedanos.edu for payment processing.

  For Electronic Invoices – Invoices already electronic. Only required backup documentation will need to be scanned.  For each invoice complete the new electronic voucher label form. Then email the complete packet (electronic invoice, backup documentation, and electronic voucher sticker form) to the approving manager for review and approval. Once approved, each manager will need to sign the new electronic voucher label form, and then email the complete packet to AHarvey@losmedanos.edu for payment processing.

  • Electronic Voucher Label.pdf 

  Special Service Contract Requisitions:

  The authorized individual in each department will initiate the completion of the Special Service Contractors Requisition. Once the Special Service Contractors Requisition is completed, it is routed electronically to the appropriate manager in the department with authorization to sign. Once signed, the form will then need to be scanned and emailed to AHarvey@losmedanos.edu for further processing.

  • BP 9.10- Special Service Contractors Requisition.pdf

  Please contact Clarissa Cadena: CCadena@losmedanos.edu  
  Forms available in SharePoint in Business Services – Public/Payroll

  Time Cards:

  Please continue to submit Timecards to your departments/managers by the provided deadlines. Managers will then review and sign. Once signed, managers will then email completed Timecards to CCadena@losmedanos.edu for processing. We can accept scanned copies and electronic signatures at this time. The following electronic timecard forms have been placed in the SharePoint folder.

  •  7117 Cert Sub Time Card.pdf
  • 7129 Faculty Variable CounselingOAS.pdf
  • 7372 Student EE Time Card.pdf
  • Classified Regular Employee Time Card.pdf

  Time Entry and Absence Reports:

  These will continue to remain accessible online through Insite and will need to be certified and approved by the Payroll Monthly deadlines.

  In addition to SharePoint, the following forms can be found on the LMC webpage at: https://www.losmedanos.edu/businessoffice/payroll.aspx

  • Payroll Deductions Authorization Form
  • Tax Forms (Federal and State)
  • Direct Deposit Authorization (please submit with a copy of voided check or Bank Direct Deposit slip)

  Please contact Lisa McFarland: lmcfarland@losmedanos.edu 
  Please contact Robin Scheier: RScheier@losmedanos.edu

  Mail Service:

  For those that are scheduled to work on campus, district mail deliveries are scheduled to be delivered on Tuesdays and Thursdays. In addition, those deliveries will be centralized to the receiving department and will be sorted into mailboxes also on Tuesdays and Thursdays.

  Mail Drop (Certified Mail):

  Please leave certified mail in the Mail Drop and email lmcfarland@losmedanos.edu and RScheier@losmedanos.edu to let them know that there is certified mail to process.

  Mail Service (Paper Invoices):

  As mail is sorted, paper invoices will be scanned and emailed directly to the intended recipient. Paper copies of the invoices will be placed in the recipient’s mailbox. Please work directly with your vendors to send electronic invoices. Thank you!

   

   

• Technology Access FAQ

  How can I communicate with my colleagues using chat?

  The District has licensed Microsoft Teams. With Teams you can collaborate with co-workers and managers by chat, and share documents and work. You can access Teams by using your web browser or by downloading the Teams client on your computer. The Teams app is also available from the Apple App Store and Google Play Store for your mobile device. (Teams is currently only available to employees. Faculty cannot use Teams to communicate with students and are encouraged to use Canvas for this purpose.)

  Options for using Teams:

  • From your web browser, go to https://teams.microsoft.com and login with your email account (jdoe123@email.4cd.edu).
  • Download the client for Windows or Mac at https://teams.microsoft.com/download.
  • Search for Teams in your mobile device app store (also available at the download link above).

  What is the VPN and do I need it?

  The VPN refers to our Virtual Private Network which is a software that allows secure access to the District network and computer resources. You ONLY need the VPN if you require access to one of the systems at the college or district that is not normally available via the internet. Examples are your shared network drive, Colleague, SQL Reporting Services, OnBase, etc., or access to your office phone extension. 

  Instructions for installing the GlobalProtect VPN can be found on InSite by clicking the yellow “Working Remotely” tile. 

  IMPORTANT: To use the VPN, your home computer must have anti-virus software and be current on the latest virus updates. You must also have scanned your computer for viruses within 5 days and have the firewall protection enabled.

  How do I answer the Main Phone line for the College?

  If you are designated to answer a main phone, your manager can communicate this to District IT. Either District IT or your campus IT will provide you with a laptop that is preconfigured with the VPN and Mitel Connect software. This will allow you to answer the main line using the laptop provided. Detailed documentation can be found on InSite by clicking the yellow “Working Remotely” tile.

  How can I get help from District IT while working remotely?

  The District IT Help Desk will also be working remotely and available during normal business hours, 7:00 AM to 7:00 PM Monday thru Friday, and can be reached by phone at (925) 229-6888 or by email helpdesk@4cd.edu. Note that resolution of issues may take a bit longer while IT staff transition to working from home, and contact by email is preferred during this time. Please include a detailed explanation of the issue in your email, and always include employee ID. Screen shots are also helpful. If you don’t know how to create a screen shot, please take a picture with your mobile device and attach it to your email.

  How do I access the documents on our shared drive?

  Approved network shared drives, where you’ve been granted permission, can be mapped to your home computer to allow you to access your shared files. The VPN is required to do this, and you must be signed into the VPN to access the shared drive. Complete instructions for mapping your campus network shared drive can be found on InSite by clicking the yellow “Working Remotely” tile.

  How do I access Colleague from home?

  Colleague can be accessed from home using the Google Chrome web browser after first logging into the VPN. Information on how to install and use the GlobalProtect VPN, and instructions for accessing Colleague, can be found on InSite by clicking the yellow “Working Remotely” tile.

  How can I access SQL Reporting Services from home?

  SQL Reporting Services can be accessed through InSite after first logging into the VPN. Launch the GlobalProtect VPN, and then click the SQL Reporting Services tile on the employee profile of InSite.

  How can I access OnBase from home?

  The OnBase web client can be accessed through InSite after first logging into the VPN. Launch the GlobalProtect VPN, and then access OnBase using your web browser. Complete instructions for accessing OnBase can be found on InSite by clicking the yellow “Working Remotely” tile.

  We need students to complete forms and send it to us, how is that going to work?

  District IT can provide you with the Dynamic Forms tool which can be used to create electronic forms that students can complete and submit online. Assistance is also available for building the form and programming any workflow that might be required, such as routing the form for approval. To request assistance please email helpdesk@4cd.edu. Include specific details of the form you wish to build and attach an example if it already exists as a document. We will review your request and contact you with further instructions.

  How can I access my voicemail remotely?

  Call (925) 229-1000 and press # when the recording begins. Then follow the prompts to enter your extension and voicemail password. You can also have your voicemail messages sent to your district email address as an attachment, which you can listen to on your computer or mobile device anywhere you can access your email. If you would like to have the email attachment feature configured for you, please email helpdesk@4cd.edu. Include your phone extension in your request.

  For current updates to technology access visit the district website
  
  

• Professional Development

  Grow yourself professionally with GROW@4CD

  

  While working remotely, faculty, classified professionals, and managers are able to access thousands of professional learning opportunities through GROW@4CD/Vision Resource Center.  Simply log in to InSite and select the GROW@4CD tile. 

  Once on your welcome page, select “Learner Tab” and then click “Learner Home” from the drop-down list.  For more information, contact pd@losmedanos.edu.

   

• Updating the LMC website

  Resources for eding the LMC website

  Contact the web administrator for updating the LMC website

  Web announcements & common tutorials

  Canvas web editing resources

  Web editors checklist